Payroll Training and Support
TimeClock Plus (TCP) is used to track an employee’s timekeeping and leave . Department HR Professionals monitor approvals and create other types of informational leave (which do not affect sick or annual leave balances), including parental leave, jury duty, leave without pay, bereavement leave, military leave, and FML.
- Recording of Live Employee Training – Clocking Time (May 30, 2017)
- Recording of Live Employee Training – Electronic Timesheet (May 30, 2017)
- Recording of Live Employee Training – Requesting Leave (May 30, 2017)
- Leave Requests
- On Call
- Clocking In and Out
- Complete Department HR Training (June 16, 2017)
- Pay Period Closeout
- Creating Shifts and Special Leave Segments
- Managing Time Clock Projects
- Comp Time
- Identifying Clocked Hours Source
TimeClock Plus (TCP) Frequently Asked Questions
Yes, although all overtime-eligible employees automatically receive Overtime instead of compensatory time. Overtime has to be manually changed to compensatory time by a supervisor or department HR Professional.
Departments may wish for employees to indicate that they took no sick or annual leave in the month, instead of the employee not reporting anything in TCP. While it is not required for the University as a whole, departments may ask their employees to create a zero-hour sick and/or annual leave request on the last day of the month.
This will not affect leave balances and will inform supervisors and department HR Professionals that no leave was used that month.
Yes, off-campus employees will also use the system. If internet access is unavailable, the mobile app will work in areas with cell phone reception. If cell phone reception is not available, hours should be tracked and approved on paper and input and approved in TCP by a supervisor or department HR Professional.
- All hourly (bi-weekly payroll) employees will clock in and out of the system.
- Non-exempt, salaried employees complete an electronic time sheet.
- Non-exempt salaried employees also have the option of clocking in and out.
- Employees eligible for sick leave and/or annual leave enter leave requests in TCP.
- Other types of informational leave (that do not affect sick or annual leave balances), including parental leave, jury duty, leave without pay (LWOP must also be entered in Oracle), bereavement leave, military leave and FML is entered into TCP by the department HR Professional.
Current leave balances are viewable in TCP, and employees are restricted from requesting leave that would reduce their balance below zero. Due to the current complexities of leave accrual, TCP does not project employee leave balances into the future.
The four user roles are Employee, Manager, Department HR, and Admin. Department HR are able to view and enter time and leave manually for employees within their department(s).
There are many reports available through the system. Not all are automatically available, because the number would be overwhelming and difficult to navigate. Available reports and examples can be viewed on the TCP website. If you would like to request a report not currently available in TCP, email HRIS.
An employee’s supervisor (on their assignment in Oracle) is automatically able to approve any time entered or leave requested on that assignment. Additional approvers (Managers) for a time clock project can be specified on the new TCP form in Oracle.
The way that TCP is currently configured, a supervisor can approve any hours that are on the assignment (for any project). However, a supervisor should only approve the time that they can confirm the employee working, so multiple approvers may need to approve time on one assignment.
The TCP smartphone app allows employees to clock in and out even if they are out of cell phone range. They must be within range and open the app before the end of the pay period to allow the app to sync up with the system. There is also an option to clock in/out by dialing a phone number, so they may use a landline or satellite phone instead.
TCP projects can include up to five accounts with different percentages totaling 100%. A single assignment can clock into different projects with different accounting splits with the amounts calculating correctly in payroll.
The web-based time clock does require eID authentication. The physical time clocks (pin entry, card swipe, proximity reader, etc.) will not require eID credentials.
Yes. Each clock-in/out action is marked in the system with either the location of the clock (if the employee uses a physical time clock), a public-facing IP address associated with an area of campus or a building (if the employee uses the web interface on a computer), or an approximate geographical location (if the employee uses the smartphone app).
The system can be configured to only allow employees to use one or more specific physical clocks for a particular department or project. Configurations can also be made to restrict the use of the web interface or the smartphone app.
All time clock options have a touch-screen display, and employees can use it to punch-in/out, receive any messages sent through the system, view their hours for any pay period, view their schedule (if set up by department) and more. All clocks have PIN entry to allow employees to clock in/out. Available features to add to a time clock are:
- Magnetic Swipe: swipe a RamCard to clock in/out
- Biometric: confirm your identity by placing a finger on a scanner
- Camera: takes and stores a picture when an employee clocks in/out for identity verification
Cost of the systems will not be posted online, as they are subject to change. Please contact HRIS for pricing information.
Special payments may be requested if a department misses any of the payroll processing deadlines, which would result in an employee failing to receive pay on the regularly scheduled payday. The fee for processing a special check is $25.
Requesting a Special Payroll Payment
Payment to the employee will be deposited into the employee’s bank account on record unless a physical check is required. Direct deposits are normally posted to the employees account within 3-4 business days of the processing of the special payment.
To request a special payment, email HR Payroll, and include the following information:
- Department HR/Payroll Professional name and phone number
- Department name and number
- Account number to charge for the $25 fee
- Reason a special payment is being requested
- For each employee who is to receive a special payment:
- Full name as it appears in the HR System
- Assignment number
- Employee group (e.g., faculty, student hourly, state classified)
- Specify if the employee prefers a direct deposit or physical check
- For hourly employees, attach a copy of the completed time card (may be a screenshot of the TCP time card).
- For salaried employees, provide the dates the requested special payment covers.